If for any reason you cannot approve a pre-authorization request or expense report, you can reject it to return it to the employee for correction. You must enter a reason code when rejecting so the employee will know why you rejected the request or report. e-xpense may notify the employee and/or group expense keeper of the rejection via email, depending on your administrator's settings.
Follow these instructions to reject an expense form.
To reject an expense form
Follow the steps for retrieving and opening an expense form for approval or rejection.
Review the expense form.
Click Reject once you’ve determined that you cannot approve the expense form. The Explain Rejection screen appears.
Select the appropriate reason code for the rejection from the dropdown list.
If "(explain)" appears to the right of the reason code that you selected, then you must type specific details about why you rejected the expense form in the Explanation field. Otherwise, the explanation is optional.
If a password field appears below the Explanation field, enter your password here. This is the same password that you use to log in.
Click Continue to finish rejecting the expense form. e-xpense updates the status to Rejected.
e-xpense presents a message to confirm that you have successfully rejected the expense form. The screen that this occurs on depends on whether you selected one expense form or multiple expense forms to review.
One expense form: e-xpense returns you to the Approve Pre-Authorization Request or Approve Expense Report screen.
Multiple expense forms: e-xpense brings you to the next request or report listed among those that you selected.
If you rejected the last request or report listed among those that you selected, then the Approve Pre-Authorization Request or Approve Expense Report screen appears instead, even if there are more requests or reports in the selected list that you did not yet approve or reject.